In recent times due to COVID-19 social distancing has become an integral part of our life. Paper logbooks are still the most common way businesses are keeping track of visitors at their workplace. Sadly, they are also the most time-consuming way of maintaining workplace guests. With just one book recording information of all the visitors, a lot can go wrong if it gets misplaced or lost. If you think through, even the privacy of your visitors is not safe.
If a guest log book is your prevailing reception management solution, here are seven reasons why you may want to re-evaluate your approach to visitor management and try a more efficient method.
Handwritings are typically hard to read, so logbooks are mostly illegible and you might not be able to read the visitor entries. Besides, some visitors may not fill out their records or even write gibberish.
Do you want to share your business visitor information with everyone? If you wish to protect the privacy of your company guests and keep their information confidential, then a logbook may not be the right choice.
Manpower costs to manage data entry logs, retrieve and analyze data properly are expensive; let alone the cost of supplies and storage. Going paperless, touchless, and having a visitor management system in place is the most effortless way to save money, maintain social distancing, and going green. You can raise the front desk efficiency as well. An iPad / Android solution does sign-in a breeze, whether you have one or a hundred visitors per day.
You will lack the central configuration and control system if there are multiple office locations where you have record logs. Practically, no tracking or reporting is happening centrally. Whereas, a visitor management system can enter the usage of facilities by specific visitors and present documentation of visitor’s whereabouts centralized.
A glimpse at your dashboard can help efficiently, otherwise, logbooks make it practically impossible to identify who is still present at your facility in case of emergency. Also, with automatic badge printing, visitor photos, and a real-time dashboard, you’ll always know who’s authorized to be on-site.
Compiling administrative reports becomes a tedious and labor-intensive process if you have to prove that your facility complies with proper security requirements and procedures.
Paper logbooks are rather a cliche and add an old-fashioned feel to your facility. The clients or prospective candidates visiting your company for the first time can have a rather dull first impression upon being greeted by a bulky logbook that has suffered months of wear and tear. On the flip side, the experience could be awesome if you have a customizable iPad/ Android app for scheduling and managing meetings.
Here at Technexa Technologies, we’ve been striving to smarten the security at office premises with touchless, seamless, and prompt technology. So, we built a simple yet intuitive mobile app solution that logs and tracks visitors and material movement within the organization. Not only this visitor management system keeps a record of flows and movements, but also lets employees clock their attendance and working hours in case they forgot to bring their ID cards. Isn’t that one less thing to worry about?
Let’s take a look at some of the key features of the mobile app:
The retirement of paper visitors’ register and home-coming of visitor apps may still seem a little far away, but it’s the inevitable future. The digitization of logbooks directly makes the visitor management system smarter by giving you access to information about who is at your workplace, who has been there, and who is due to visit at one secured space managed through a XeDigital mobile app
Drop us a message and one of our experts will get in touch with you.
XeDigital is a SAAS-based software that enables you with advanced features that allow visitors to check-in and check out in a touchless way. This fully digital system works with Artificial Intelligence and Machine Learning through which guests can self-check-in along with face detection and QR-enabled code. It is a more intelligent way to greet guests at your workplace, school, office, hospital, and other locations.